How to quickly search all emails by selected email sender in Outlook?
When working in Outlook, it's often necessary to locate all emails associated with a specific sender. Whether you're managing follow-ups, tracking communication history, or organizing your inbox, being able to quickly filter emails by sender is essential. This tutorial shows you two ways to get it done:
Method 1: Manually Search All Emails by a Specific Sender in Outlook (Basic & Manual)
Method 2: Instantly Search Emails by Sender with Kutools for Outlook 👍 (Smarter & Faster)
Method 1: Manually Search All Emails by a Specific Sender in Outlook
Outlook provides a built-in Search feature that lets you filter emails based on the sender’s address.
1. Select any email from the sender you want to search.
2. Click into the Search bar at the top of the Outlook window to activate the Search tab in the ribbon.
3. Type or paste the sender’s email address into the Search bar and press Enter.
📌 Result: Outlook will display all emails that include the entered address, whether the sender appears in the From, To, or Cc fields.
⚠️ Limitations of the Manual Search Method:
- ❌ Broad search results: May include emails where the address is in the To or Cc fields.
- ❌ Manual input: You must type the address every time.
- ❌ No filtering by direction: Can’t distinguish between emails sent by or to the sender.
- ❌ Slower and less accurate: Not ideal for frequent or complex searches.
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Method 2: Instantly Search Emails by Sender with Kutools for Outlook 👍
With the method above, you need to manually type the sender’s name or address into the search box. Outlook will then display all emails that contain the address, regardless of whether the person is the sender or recipient.
However, in many cases, you may want to narrow the search to only emails sent by the sender, sent to the sender, or that mention the sender anywhere. Outlook’s built-in search can't filter this precisely, but Kutools for Outlook’s Search group makes it easy.
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1. Select an email from the sender you want to search.
2. Click Kutools > Search, then choose the appropriate option. For example, select Emails from the Sender to list only messages directly sent by them.
📌 Result: The selected sender’s address is instantly applied as a search filter, and all matching emails from that sender across all mailboxes are listed in the results—no typing required.
🌟 Advantages of the Kutools for Outlook Method:
- ✅ Instant results: Just two clicks, no typing.
- ✅ Direction-specific filters: Find emails sent by, sent to, mentioning, or replying to a specific sender.
- ✅ Highly accurate: Only shows relevant matches.
- ✅ Time-saving: Ideal for professionals managing large volumes of emails.
📝 Notes:
- You can also right-click the email, then choose Find Related (Kutools) > By Sender for even faster access.
- When you search by sender using Kutools, you can choose from five targeted options:
- Emails Contain the sender – Find all emails that mention the selected address
- Emails from the sender – Locate emails directly sent by the sender
- Emails to the sender – Find emails you’ve sent to the selected sender
- Sender Domain – Search for all emails from the same domain (e.g., @company.com)
- Reply To Current Sender – Find emails whose "Reply-To" matches the selected sender
Which Method Should You Use?
Here's a quick comparison of the two methods to help you decide which one best fits your needs:
| Method | Best For | Accuracy | Automation | Ease of Use |
|---|---|---|---|---|
| Outlook Search | Basic one-time searches | ⚠️ Moderate | ❌ Manual typing required | ⭐⭐⭐ |
| Kutools Search | Frequent, targeted sender searches | ✅ High | ✅ Fully automated by context | ⭐⭐⭐⭐⭐ |
🎯 Conclusion: If you just need a basic, one-off search, Outlook’s built-in search can handle it, but it lacks precision and requires manual input. For faster, more accurate results—especially when you need to search from, to, or about a specific sender—Kutools for Outlook is the smarter and more efficient choice.
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